/ Royal Botanic Gardens Board Victoria
Application For Commercial Filming and Photography Permit
Royal Botanic Gardens Cranbourne

All filming/photography requests are to be submitted at least two (2) weeks prior to the commencement of shoot and confirmed in writing. Late applications and cancellations will be subject to a fee as detailed on the rate sheet. Please note that all commercial filming requests are subject to a $100, non-refundable, application fee. .

CONTACT DETAILS

Name: ______/
Position: ______
Production Company: ______(the Applicant)
Address:
Australian Business Number (ABN): ______
Email: ______/
Tel: ______
Fax: ______/ Mob:______
Type of Production: ______
If filming for an advertisement, product and client name:______
If filming for a television production, name of production:______
If filming for a film, title of production:______

SHOOT DURATION (please tick one and complete details below)

Single Day Shoot □ OR Multi Day Shoot □


Filming must take place within the hours of 9:00am – 5:00pm (Monday to Friday), or out of hours by negotiation (out of hours rates will apply). The Royal Botanic Gardens (RBG) Cranbourne reserves the right to deny filming requests for weekends, public holidays and other peak visitation times.

Proposed Date(s) of Filming: ______
Call Time(s): ______
Wrap Time(s): ______
Total Cast Number: ______/
Total Crew Number: ______

SHOOT OUTLINE

Proposed Film/Advertisement Distribution:
______
Location(s) of Proposed Shoot (see attached site map and attach further information as required):
______
Description of Shots undertaken in each area (please attach additional information as required):
Details of equipment on site (please supply full details of props, sets, cranes, grip/ lighting, etc):
Crew details (please outline cast and crew required for shoot):
Special Requests (please provide details - catering, animals, special effects or unusual scenes, etc):

PARKING REQUIREMENTS

Please note only one (1) vehicle is allowed on site per shoot - maximum dimensions as per attached Terms and Conditions. Subsequent vehicles may be permitted but are subject to a surcharge as outlined in rates sheet.

Will you require parking on site? / Yes / No

Vehicle Details – number, type, location, times required, etc.

PUBLIC LIABILITY INSURANCE

Attach a copy of your Certificate of Currency for Public Liability Insurance (not less than $A10,000,000) with

Company ______/ Expiry Date ______

DECLARATION

I declare that I am authorised to complete this Application For Filming Permit on behalf of the Applicant and that the information contained herein is, to the best of my knowledge, correct. I have read the Royal Botanic Gardens’ Regulations and Mission Statement. I acknowledge having read the attached Terms and Conditions of Filming at the Royal Botanic Gardens Cranbourne (Terms and Conditions) and agree that by signing this Application Form I shall render the Applicant legally bound by the Terms and Conditions in the event that a Filming Permit is granted.
Signed for and on behalf of (Applicant / Production Company name)
Signature: ______/ Date: ______
Print Name: ______

PLEASE FAX THIS FORM TO: (03) 9252 2386 or email to

This application must include:
Signed application form
Remittance advice for $100 deposit
Certificate of Currency for public liability insurance

Bank Deposit Details

Bank: Westpac

Name: Royal Botanic Gardens

BSB: 033083

Account: 161707


For any queries, please contact Jennifer Church on (03) 9252 2475

You may be required to attend a site meeting prior to approval of your application.


ROYAL BOTANIC GARDENS CRANBOURNE

Terms and Conditions

for the conduct of commercial filming and photography at the

Royal Botanic Gardens Cranbourne

General Conditions

1.  All requirements of the Royal Botanic Gardens Regulations 2004 must be observed. The Regulations are available at www.rbg.vic.gov.au. Any breaches of these regulations will be subject to a penalty infringement notice.

2.  Cast and crew are not permitted on garden beds, to handle or pick any plants or to climb trees. No interference shall be caused to flora and fauna of the Gardens. The Applicant will be held responsible for any damage caused, and will be charged the costs of rectification (see below).

3.  The Applicant is liable for all costs to rectify any resulting damage to the site, plants, infrastructure, services or fittings. These include:

·  trees/shrubs/lawns (the asset value of trees will be at the Royal Botanic Gardens’ (RBG) valuation using the Revised Burnley Tree Valuation Method or other appropriate method as chosen by the RBG;)

·  paths/kerbs/fences;

·  structures/sculptures;

·  gas/electricity/sewer/storm water/water reticulation or irrigation components; or

·  communications services (cables and optic fibre).

4.  No plant material is permitted to be brought onto the RBG site unless prior approval is granted by the RBG. To gain approval, plant species or cultivar names and quantities must be provided, together with certification of pest and disease-free status.

5.  A public liability insurance policy for $10 million must be arranged by the Applicant. A Certificate of Currency must be provided with the Application For Filming Permit.

6.  Any damage resulting from an approved film/photography shoot shall be recompensed by the Applicant. All direct costs incurred by the RBG in relation to the shoot must be covered by the Applicant.

7.  The Applicant or its authorised representative is to be on-site at all times during the shoot. A mobile telephone number for the on-site representative is to be supplied to the RBG filming co-ordinator prior to the commencement of the shoot.

8.  The site is available only to the Applicant whose name appears in the Permit. The RBG is to be advised in writing if any of the details of your occupation of the site change.

9.  These Terms and Conditions do not constitute an exclusive right of use of the RBG. The locations chosen for your shoot cannot be closed off to members of the public.

10.  It is the Applicant’s responsibility to ensure the safety of its staff and members of the public.

11.  Additional specific conditions may be imposed and will be advised in a separate attachment to the filming Permit. These include the RBG Cranbourne ‘Notice to Contractors and Sub-contractors’.


Fees and Charges

12.  A non-refundable application fee of AU$100 is payable upon submission of this application.

13.  A fee will be levied for use of the RBG’s lands and facilities, in accordance with the current rate card (see Appendix 1). Payment of location fees must be made prior to commencement of the shoot.

14.  Location fees for filming will vary depending on potential risk to and effect on the RBG’s property and landscape and on the amenity for the general public. All filming will be designated by the RBG as either High, Medium or Low impact and will be charged accordingly on a sliding scale.
Please ensure that all applications include all relevant information about the shoot so that the RBG can accurately assess its scope. Failure to adequately declare equipment and/or additional crew may result in application of a Penalty Infringement Notice or revocation of the filming Permit.

15.  If the fees payable are not received by the due date, the RBG reserves the right to make the site available to another hirer.

16.  Upon confirmation of the booking, a refundable bond of AU$2,000 is payable to the RBG. Additional fees may be levied, or the bond withheld, if the shoot is not managed in accordance with the Permit and these Terms and Conditions.

17.  Approval to film is not final until all outstanding fees are paid and a written confirmation issued to the Applicant by the RBG.

Structures and Equipment

18.  The Applicant must not alter, add or affix any item, sign or poster within RBG Cranbourne without prior written approval. Items must not be attached to trees, buildings, heritage features or other fixed structures.

19.  When operating dollies, cranes, moveable arms, or any other machinery, the immediate area is to be delineated by safety bollards or witches hats and made safe for the public.

20.  All wheeled equipment, such as lighting trolleys, must be secured in a stationary position.

21.  All cables must run along the kerbside where possible and when crossing a path must be covered with cableguard.

22.  Unless specifically authorised by the RBG, no filming is permitted from garden beds.

Vehicles

  1. All vehicles entering RBG Cranbourne must be roadworthy and must travel on designated access routes and paths. Vehicles must comply with the following restrictions:

Maximum Speed 8 km/h (walking pace)

Maximum Height 3m

Maximum Width 2.5m

Maximum Length 6m

Maximum Gross Weight 7 tonnes.

Any intended variations to the above dimensions must be requested in writing for RBG assessment prior to arrival on site.

24.  All drivers must hold a current Australian Driver’s Licence, have received training and have demonstrated competence in operating the vehicle and must observe the following protocols when operating vehicles within RBG Cranbourne:

·  Give way to pedestrians and fauna at all times

·  Hazard lights must be on

·  Drivers must have a zero blood alcohol level

·  The reversing of any vehicle must be supervised by a person, on the ground.

25.  An agreed route to enter/exit RBG Cranbourne will be confirmed before the shoot commences. The Applicant will be advised in writing in the official filming Permit. Not all gates are of a uniform size and the crew must make themselves aware of any limitations prior to arrival of the vehicle.

26.  Vehicles are not permitted to be driven onto lawns or garden beds.

27.  Vehicles must comply with the hygiene standards and practices, as specified for RBG Cranbourne.

Noise and General Behaviour

28.  The maximum allowable noise level is as stated in the State Environment Protection Policy (SEPP) N * 2.

29.  Behaviour that could be judged as unreasonable or unacceptable to visitors will not be permitted, including nudity, and offensive language or gestures.

30.  All sites will be left in a clean and tidy condition.

31.  No domestic animals are permitted on site.

32.  All “rabbit-proof” gates must be kept closed, at all times.

Occupational Health and Safety

33.  Film Victoria has provided an online Safety Plan or OHS Management System to enable producers and production companies to manage health & safety for their productions in a simple and effective manner and ensure regulatory compliance in the State of Victoria. Please refer to http://ohs.film.vic.gov.aufor more information.

Failure to adhere to any of these Terms and Conditions will result in cancellation of the filming Permit and a fine as provided for by the Royal Botanic Gardens Regulations 2004.


APPENDIX 1

Commercial Filming and Photography Rates 1 July 2010 – 30 June 2011 inclusive
Out of Hours filming rates available on request
Filming / Duration / Rate
High Impact / Full Day / $2,865
Half Day / $1,535
Medium Impact / Full Day / $2,045
Half Day / $1,230
Low Impact / Full Day / $1,230
Half Day / $820
Filming rates are applied at the sole discretion of the RBG and will be based on the information provided in the filming application form.
Educational, non-profit and documentary filming rates available upon request
Commercial Photography / Duration / Rate
< 10 crew w/camera and tripod only / Per Hour / $165
10 – 20 crew w/camera and tripod only / Per Hour / $225
> 20 crew w/lighting, camera, etc. / Per Hour / $290
Miscellaneous Charges / Rate
Application Fee (non-refundable) / $100
Security bond (refundable after site inspection) / $2,000
Additional Vehicle (max 2 additional vehicles) / Full Day / $85
Additional Vehicle (max 2 additional vehicles) / Half Day / $45
Late booking fee / < 2 days notice / + 100% of first day rate
2 -3 days notice / + 50% of first day rate
3 – 4 days notice / + 25% of first day rate
Cancellation Fee / < 24 hrs notice / 100% of first day rate
24 – 72hrs notice / 50% of first day rate
RBG Site representative (duration as agreed in writing, minimum 2 hours) / Per Hour / $50

All rates quoted are inclusive of GST.

Notes

·  A full breakdown of rates and charges will be agreed upon in writing and must be paid in full before commencement of the shoot.

·  The Royal Botanic Gardens reserves the right to refuse any filming requests that contravene the Royal Botanic Gardens Regulations or that are contrary to the Mission of the Royal Botanic Gardens.

Birdwood Avenue, South Yarra, Vic 3141 ●Tel: (03) 9252 2359 ● Fax: (03) 9252 2386

Email: